About the role
Administration & Office Management
- Manage the daily office information inbox between 9:00am and 5:00pm, ensuring enquiries are responded to promptly and appropriately.
- Answer and manage incoming telephone calls from clients, families, carers, professionals and external organisations.
- Accurately record key information from telephone conversations and ensure appropriate actions and follow-ups are completed.
- Carry out general administrative duties, including printing, scanning, photocopying and secure shredding of confidential documents.
- Monitor and resolve routine printer issues, liaise with the printer supplier and ensure adequate stocks of printer ink and other supplies are maintained.
- Book meeting rooms and assist with the coordination and maintenance of office facilities.
- Process invoice and client payments securely using the card terminal and Worldpay payment system.
- Accurately record, reconcile and maintain appropriate records of all telephone and card payments.
- Order and maintain office supplies, equipment and stationery, ensuring adequate stock levels are maintained.
Client & Carer Administration
- Prepare and send birthday cards, sympathy cards and staff recognition (\"Star\") cards to clients and staff.
- Produce and distribute brochures, newsletters and other client correspondence by post and email.
- Prepare, email and post client invoices as required.
- Create and maintain staff identification badges.
- Assist carers with accessing and using CareLine Live, providing support and guidance where required.
- Process DBS payments and related administrative requirements when necessary.
- Update, maintain and review client wellbeing questionnaires.
- Conduct wellbeing calls with clients when required and ensure any concerns identified are appropriately followed up.
Events & Well-being Coordination
- Plan, organise and coordinate a variety of client events and social activities.
- Host and facilitate regular activities, including:
- Weekly Golden Days Club
- Fortnightly Move & Mingle exercise sessions
- Sunday Lunch Club
- Fish & Chips outings
- Garden visits
- Cinema trips
- Other community and social activities
- Coordinate transport arrangements and liaise effectively with drivers, clients and carers.
- Complete appropriate risk assessments for all events and activities.
- Purchase and organise refreshments, supplies and other resources required for events.
- Promote upcoming events through appropriate email communications.
- Liaise with the social media team to ensure upcoming events and activities are communicated and promoted effectively.
- Maintain accurate event attendance records and coordinate transport and participation arrangements.
Stock & Facilities Management
- Monitor and maintain appropriate stock levels of PPE, uniforms, office supplies and other essential equipment.
- Organise, maintain and manage uniform storage areas to ensure stock is easily accessible and appropriately presented.
- Order and maintain supplies required for both clients and the office.
- Maintain adequate stocks of marketing materials, brochures and promotional items.
- Ensure office and storage areas remain organised, clean and appropriately maintained.
Compliance & Governance
- Provide administrative support with charity-related activities, governance and organisational requirements.
- Assist with drafting, reviewing and updating organisational policies and procedures.
- Monitor policy review dates and ensure policies are reviewed annually and remain aligned with relevant regulatory and organisational requirements.
- Maintain appropriate administrative and governance records.
- Undertake relevant professional development and training to support the needs of the organisation, including Dementia Therapy and Well-being training.
Communication & Organisation
- Maintain effective and professional communication with clients, families, carers, colleagues and external organisations.
- Coordinate event attendance lists, transport arrangements and related administrative requirements.
- Maintain accurate spreadsheets, records and administrative trackers.
- Monitor outstanding wellbeing calls and ensure they are completed within appropriate timescales.
- Identify and follow up on wellbeing concerns, ensuring appropriate action is taken and matters are escalated where necessary.
- Prioritise and manage competing administrative responsibilities effectively.
- Ensure all administrative tasks, records and communications are completed accurately, confidentially and within required deadlines.
- Maintain a high standard of professionalism, confidentiality and attention to detail in all aspects of the role.
About Us
New Age Care is a trusted home care provider delivering high-quality, person-centred care across Atherstone. We support people of all ages to live safely and independently in their own homes, offering visiting care, live-in care, respite care, end-of-life care, and specialist support.
We are proud to go above and beyond for both our clients and our care teams. Our care professionals are at the heart of everything we do, and we treat them with the respect, support, and appreciation they deserve.
If you are caring, reliable, and want to make a real difference, we would love to hear from you.
Apply today and be part of building our organisation while making a meaningful impact in your community
Obligations and Process
Care trainers must abide by the following:
- Safeguarding: Protect vulnerable adults from abuse or neglect. (Care Act 2014)
- Consent & Capacity: Respect choices; follow Mental Capacity Act 2005 & DoLS.
- Confidentiality: Protect client information. (GDPR & Data Protection Act 2018)
- Equality & Rights: Treat everyone fairly and with dignity. (Equality Act 2010, Human Rights Act 1998)
- Health & Safety: Work safely; follow risk assessments, infection control, and manual handling procedures.
- Medicines: Administer safely and record accurately. (Medicines Act 1968 & Misuse of Drugs Act 1971)
- Regulatory Compliance: Follow CQC Fundamental Standards and NICE guidelines.
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